Hey folks! Like many of you, we’re keenly aware of everything that’s going on with COVID-19 and the uncertainty it’s causing. We’re also aware that it’s going to impact a lot of events, including many that are published to The Events Calendar on your website, as well as those that sell tickets with our Event Tickets and Event Tickets Plus products.
It’s hard enough to go through the process of postponing or canceling an event. You probably have a lot on your plate deciding what to do, figuring out the impact your decision will have on your organization, and of course, sharing updates with your attendees. That’s why we’re making Promoter, our automated email marketing tool for events, free through June 1, 2020.
We’re doing this to help take the burden out of communications at a time when open, honest, and timely information is more important than ever to your guests and attendees.
How it works
Promoter syncs events and attendees from The Events Calendar into your Promoter account so you can send emails directly to registered attendees for upcoming and past events. Emails can be scheduled in advance, and you can even save your emails as templates for other events.
Here are a few ways you might consider putting Promoter to use:
- Email a list of all registered attendees for an event that has been canceled.
- Alert registered attendees when the time and date of event has been changed.
- Publish an FAQ on your site and send a link out to guests for all upcoming events.
- Notify attendees when an event is changing venues or locations.
- Send personalized information to different groups of attendees.
Those are only a few options. If you’re still figuring out how to craft your message, we have tips on how to cancel an event, including pointers on what to do with your calendar.
Creating an account
First off, it’s worth noting that Promoter requires The Events Calendar and Event Tickets plugins to be installed and active on a public WordPress website. Both plugins are free, so definitely pick them up if you aren’t already using them.
You will receive a license key after checking out. Copy it and head over to the WordPress dashboard, specifically to the Events → Settings → Licenses screen. Paste the license key in the Promoter field and save your changes.
Setting up your Promoter account
Once you have a license key and have added it to The Events Calendar settings in WordPress, you’re clear to go to the Promoter welcome screen. You’ll walk through a few steps that allow Promoter to communicate with your WordPress site.
You can find a full step-by-step guide for setting up Promoter in our Knowledgebase if you feel stuck at any time. We also have messaging available during setup if you need to contact our support team for any reason.
Syncing events and attendees
Promoter will let you fetch events and attendees from The Events Calendar on your WordPress site after completing registration. It may take a few minutes, depending on how many events there are, so be patient if it feels like it’s taking a while.
Promoter will automatically re-sync data every 15 minutes so you don’t have to.
Tip: Use shortcut messages
One handy Promoter feature is Shortcuts. These are pre-written messages that we’ve put together for different types of situations. Use them as-is or as a starting point for your own message. You can even create your own shortcut that can be re-used for other communications.
There are 11 shortcuts right out of the box, including ones for canceled events and event changes.
We’ve got your back
We sincerely hope that free access to Promoter helps alleviate at least some of the pain of managing your events during the evolving coronavirus situation. We’re always committed to helping you succeed, in both good and rough times. Please enjoy Promoter and let us know if there’s anything you need along the way — our support team is here, and we have a fully stocked collection of Promoter guides and tutorials should you need any help at all.